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Home My WebLink About970125.tiffRESOLUTION RE: APPROVE STANDARD PROFESSIONAL SERVICES AGREEMENT WITH THE GIS STUDIO AND AUTHORIZE CHAIR TO SIGN WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Standard Professional Services Agreement between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, and The GIS STUDIO, with terms and conditions being as stated in said agreement, and WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Standard Professional Services Agreement between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, and The GIS STUDIO, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said agreement. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 22nd day of January, A.D., 1997. ATT WeIdECdunty Clerk t BY: DPOscr, 6-S , F/ BOARD OF COUNTY COMMISSIONERS WELD OUNTY,CO ORADO Lce � / -7f,e. 'Geor E. Baxter, Chair ance L. H r\ e Pr Tem Dale K. Hall FXCI ISFII flATF C)F SIf;NINC; Barbara J. Kirkmeyer W. !jf W bster (AYF) 970125 DP0006 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GLS STUDIO PROFESSIONAL SERVICES AGREEMENT PROFESSIONAL SERVICES AGREEMENT BETWEEN BOARD OF COUNTY COMMISSIONERS, WELD COUNTY, COLORADO AND THE GIS STUDIO This CONSULTANT AGREEMENT (hereinafter referred to as "Agreement") is made and entered into on the date set forth below by and between the Board of County Commissioners, Weld County, Colorado (hereinafter referred to as "CLIENT") and The GIS STUDIO (hereinafter referred to as "CONSULTANT"), for professional consultant services required to provide technical and management consulting expertise to CLIENT. In consideration of the covenants and agreements contained herein and other good and valuable consideration, the sufficiency of which is hereby mutually acknowledged, the parties hereto agree as follows: 1. STATEMENT OF SERVICES - SCOPE OF WORK CONSULTANT agrees to provide CLIENT with professional services of CONSULTANT's staff to perform professional geographic information systems consulting services and implementation assistance. Specific details of the above are listed in Addendum A - Scope of Work, attached hereto and incorporated herein by this reference. 2. SOLE AGREEMENT This Agreement sets forth the entire agreement and understanding of the parties with respect to the subject matter hereof and supersedes and replaces all prior agreements and understandings, whether oral or written. Additional agreements in writing between the parties, such as proposals from CONSULTANT and written acceptances by CLIENT, may be attached as Addenda to this Agreement in order to specifically define CONSULTANT's participation on individual projects for which CLIENT shall engage CONSULTANT to provide such services which agreements shall be herein incorporated and made a part hereof by this reference. This Agreement may not be changed or terminated verbally by, or on behalf of, either party. 3. CONSULTANT EMPLOYEES CONSULTANT personnel shall be and will remain at all times, during this Agreement, employees of CONSULTANT. CLIENT shall not be responsible for any payments due CONSULTANT employees on account of, or in connection with, this Agreement. CONSULTANT employees assisting CLIENT under this Agreement who are found, in CLIENTs sole opinion, to be unsatisfactory for services to be performed hereunder, shall be removed by CONSULTANT immediately upon receipt of written notice from CLIENT. Such employee shall be replaced with another CONSULTANT employee satisfactory to CLIENT as soon as possible. Proprietary and Confidential The GIS STUDIO 970125 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT 4. PATENTS AND INVENTIONS The CONSULTANT has developed numerous proven proprietary materials which provide the methodologies for the development of the Deliverables. The use of these materials contributes to the cost- effectiveness of CONSULTANT services. CLIENT agrees that CONSULTANT shall own all such products, materials, and methodologies and that CLIENT shall have or obtain no rights in such proprietary products, materials, and methodologies except pursuant to a separate written agreement executed by the parties. CLIENT understands that CONSULTANT proprietary methods and materials may be used under this Agreement and CLIENT agrees not to exhibit, distribute, or otherwise disclose any such proprietary methods and materials to external or third parties without the prior approval in writing from CONSULTANT. The CONSULTANT shall continue to market, distribute, make derivative works from and sell similar work to other companies without further notice to nor consent from CLIENT. Nothing in this Agreement shall restrict or prohibit CONSULTANT's right to use concepts, techniques, and know-how used or developed in the course of performing these services. CLIENT shall be the owner of copyright or other intellectual property rights in such Deliverable Products only to the extent such rights relate specifically to CLIENT and the CLIENT's business. CLIENT agrees not to exhibit, distribute, or otherwise disclose the Deliverable Products to external or third parties without the prior approval in writing from CONSULTANT. 5. PAYMENT Based on the phased completion of the professional consulting effort as defined under Addendum A - Scope of Work, all labor and services performed by the CONSULTANT shall be invoiced monthly on a percent task completion basis against a lump sum labor fee amount of $34,845. The study cost is detailed in Addendum A, Section 4 Cost Summary. In the event that an invoice remains unpaid for 30 days after the date it is delivered to CLIENT, the CONSULTANT shall charge CLIENT interest at the rate of 1.5 percent per month on the unpaid balance of said invoice from date of its delivery to CLIENT. All invoices will be addressed to: Don Worden Director of Finance and Administration Weld County 915 10th Street PO Box 758 Greeley, CO 80632 Proprietary and Confidential The GIS STUDIO -2- 970125 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT 6. TERM; TERMINATION OF AGREEMENT This Agreement shall commence on February 3, 1997 and shall remain in full force and effect until the services to be performed hereunder are completed, or earlier termination, as provided below. CLIENT shall have the right to terminate this Agreement at any time for CLIENT's convenience by giving five (5) working days written notice of such to CONSULTANT. Upon receiving notice of termination, CONSULTANT shall discontinue the work on the date and to the extent specified in the notice and place no further orders for subservices except as needed to continue any portion of the work which was not terminated. CONSULTANT shall also make every reasonable effort to cancel, upon terms satisfactory to CLIENT, all orders or subcontracts related to the terminated work. CONSULTANT shall have the right to terminate this Agreement by written notice to CLIENT upon CLIENT's failure to pay CONSULTANT any amount due hereunder within thirty (30) days after such amount was due and payable. If this Agreement is terminated after CONSULTANT has commenced any work, mobilization, or other off -site activities under this Agreement, CONSULTANT will be paid its actual incurred costs and legally committed accrued costs, including administrative and general overhead costs and demobilization costs, determined in accordance with generally accepted accounting principles consistently applied, provided that if compensation under this Agreement is on a time and materials basis, CONSULTANT will be compensated at the quoted rates for time spent and materials purchased (or committed to be purchased) as of the date of termination plus any time reasonably required to demobilize CONSULTANT's services hereunder. 7. CONFIDENTIALITY OF INFORMATION The parties acknowledge that in the course of this Agreement they will have access to, and/or will be in possession of, Confidential Information of the other. "Confidential Information" shall mean information regarded by that party as confidential, including, but not limited to, information relating to its past, present, or future research, development, or business affairs; future project purchases; any proprietary products, materials, or methodologies; all items prepared for and submitted to CLIENT in connection with work performed under this Agreement, including drafts and associated material; and any other information marked or, in the case of information verbally disclosed, verbally designated as confidential at the time of disclosure by that party. Each party shall hold in confidence, in the same manner as it holds its own confidential information of like kind, all Confidential Information of the other to which it may have access hereunder. Access to Confidential Information shall be restricted to those of the party's personnel with a need to know and engaged in a permitted use. CONSULTANT deliverable products marked confidential shall neither be exhibited nor distributed in any way to parties external to CLIENT. The foregoing shall not prohibit or limit either party's use of information including, but not limited to, ideas, concepts, know-how, techniques, and methodologies which (i) are or become generally available to and known by the public (other than as a result of an unpermitted disclosure directly or indirectly by the receiving party hereunder or its agents, representatives, or advisors), (ii) is or becomes available to it on a nonconfidential basis from a source other than the furnishing party or its affiliates, advisors, agents, or representatives, provided that such source is not and was not bound by a confidentiality agreement with or other obligation of secrecy to the furnishing party, (iii) has already been or is hereafter independently acquired or developed by it without violating any confidentiality agreement or other obligation of secrecy to the furnishing party, or (iv) is required by law or regulation to be disclosed, provided, however, that it shall give the furnishing party reasonable advance notice of such requirement so that the furnishing party may seek appropriate legal relief against such disclosure. Proprietary and Confidential The GIS STUDIO -3- 970125 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT The parties hereto agree and acknowledge that any such Confidential Information shall be considered for all purposes confidential and privileged information under any local, state, or federal law and such Confidential Information shall not be released pursuant to any local, state, or federal act, law, or statute concerning "freedom of information." This section shall survive termination or expiration of this Agreement for any reason. CLIENT acknowledges and agrees that the provisions of this section are essential to CONSULTANT and are reasonable and necessary to protect the legitimate interests of CONSULTANT and that the damages sustained by CONSULTANT as a result of a breach of the agreements contained herein will subject CONSULTANT to immediate, irreparable harm and damage, the amount of which, although substantial, could not be reasonably ascertainable, and that recovery of damages at law will not be an adequate remedy. Therefore, CLIENT agrees that CONSULTANT, in addition to any other remedy it may have under this Agreement or at law, shall be entitled to injunctive and other equitable relief to prevent or curtail any breach of any provision of this section. 8. EQUAL EMPLOYMENT In performing the services hereunder, CONSULTANT agrees to comply with all applicable local, state, and federal laws, regulations, and orders relating to fair and equal employment opportunity practices and policies. 9. SPECIAL CONDITIONS The following conditions are incorporated into the understandings associated with this Agreement: (a) If the project scope of work is requested to be increased or changed by CLIENT in such a manner as to require additional labor or expenses, and CONSULTANT agrees to such changes, the parties will adjust both scope and fees through written amendment to this Agreement. CLIENT and CONSULTANT reserve the right to subsequently amend this Agreement to include additional services or associated products. Compensation for additional services or products will be as agreed by CLIENT and CONSULTANT and may be incorporated as Addenda to this Agreement. All work to be accomplished will be defined in written change orders approved by the parties. The change orders will define the objectives to be addressed, the scope of services to be provided, the products to be delivered, the schedule to be met, special considerations (as appropriate), and a change order budget, estimate or fixed fee. The CONSULTANT will be reimbursed as provided in the change order. (c) CONSULTANT's project team members will have the opportunity and authority to contact personnel at CLIENT directly in the performance of technical consulting duties. Other terms and conditions may be added to this Agreement in the future by mutual written consent of both parties. (b) (d) Proprietary and Confidential The GIS STUDIO -4- 970125 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT 10. ADDRESSES OF PARTIES TO AGREEMENT All correspondence, contracts, and communications between the parties to this Agreement should be made to the following: Chairman Board of County Commissioners Weld County Colorado 915 10th Street PO Box 758 Greeley, CO 80632 Telephone: (970) 356-4000, extension 4200 Facsimile: (970) 352-0242 The GIS STUDIO 2343 S. Milwaukee Street Denver, CO 80210 Attn: Ms. Alison Denk Epstein Telephone: (303) 504-9004 Facsimile: (303) 758-5969 All notices required or permitted hereunder shall be sufficient if given in writing and if delivered personally, by overnight courier, or by certified mail, return receipt requested, postage prepaid, addressed to the CONSULTANT or CLIENT, as the case may be, at the addresses set forth above or at such other address as such party shall have designated in the manner provided in this Section. Notice shall be deemed given on the da e of receipt, in the case of personal delivery, or on the delivery or refusal date, as specified on the return receipt, in the case of overnight courier or certified mail. 11. INDEMNITY Each party shall be responsible for willful misconduct and negligent acts or omissions of its agents and employees. Each party shall indemnify, hold harmless, and defend the other from and against all liabilities for bodily injury and property damage caused by the willful or negligent act or omission of the indemnifying party or its agents or employees. This section shall survive termination or expiration of this Agreement for any reason. 12. LIMIT OF LIABILITY CONSULTANT's liability arising out of its performance under this Agreement shall be limited to claims directly attributable only to the failure of CONSULTANT's agents or employees to exercise the degree of skill and performance normally exercised by duly qualified persons performing similar functions. The amount of CONSULTANT's liability shall not exceed the total amount of labor fees for services rendered under this Agreement. IN NO EVENT SHALL CONSULTANT, ITS EMPLOYEES, OR AGENTS BE LIABLE FOR LOSS OF EARNINGS, LOSS OF PROFITS, LOSS OF INTEREST, JUDGMENTS, AWARDS, OR CONTRIBUTION THERETO, OR ANY OTHER SPECIAL, INDIRECT, OR CONSEQUENTIAL DAMAGE, HOWEVER CAUSED. Proprietary and Confidential The GIS STUDIO -5- 970125 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT 13. GOVERNING LAW This Agreement will be governed by the laws of the State of Colorado, without regard to the conflicts of laws principles of such state. 14. ENFORCEMENT EXPENSES In the event of a breach or threatened breach of any term or provision of this Agreement, the nonbreaching party shall be entitled to all of its remedies available at law or in equity and in addition shall be entitled to be reimbursed for all of its costs and expenses in enforcing this Agreement, including, but not limited to, reasonable attorneys' fees. This section shall survive termination or expiration of this Agreement for any reason. 15. ADDENDA The Addenda attached hereto form a part of and are incorporated herein by this reference. 16. CAPTIONS AND HEADINGS The captions and headings herein are for convenience only and in no way shall be used in the interpretation or construction of this Agreement. 17. WAIVER OF COMPLIANCE Any failure by any party hereto to enforce at any time any term or condition of this Agreement shall not be considered a waiver of that party's right to later enforce each and every term and condition hereof. 18. ASSIGNMENT; BINDING EFFECT This Agreement may not be assigned by either party hereto without the prior written consent of the other party. This Agreement shall be binding upon and inure to the benefit of each of the parties and its respective successors and permitted assigns. 19. RETURN OF INFORMATION Upon termination or expiration of this Agreement for any reason, CONSULTANT shall return to CLIENT any confidential information or proprietary information belonging to CLIENT which is in the CONSULTANTS possession, except that CONSULTANT shall be entitled to retain a duplicate set of any deliverable products created in connection with this Agreement. Upon termination or expiration of this Agreement for any reason, CLIENT shall return to CONSULTANT any confidential information or proprietary information belonging to CONSULTANT which is in the CLIENT's possession, except that CLIENT shall be entitled to retain a duplicate set of any deliverable products created in connection with this Agreement. This section shall survive termination or expiration of this Agreement for any reason. Proprietary and Confidential The GIS STUDIO -6- 970'_7'5 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT 20. DELAYS Any loss, damage, or delay in, or failure of, performance by CONSULTANT shall not constitute a default hereunder be a ground for termination of this Agreement, or give rise to any claims for damage against CONSULTANT if such loss, damage, delay, or failure is attributable in whole or in part to any cause beyond the reasonable control of CONSULTANT. These causes include, but are not limited to, acts or omissions of CLIENT causing delay, acts of God or the public enemy, compliance with any order, decree, or request of any governmental authority, fires, floods, explosions, accidents, riots, strikes, labor difficulties, or other concerted acts of workmen, or any other cause not within the reasonable control of CONSULTANT. In the event of the occurrence of any such delay, the time for the performance by CONSULTANT of its services shall be extended for a period of time equivalent to the time reasonably attributable to such delay. 21. SEVERABILITY If any provision of this Agreement or the application thereof to any party or circumstance shall be declared invalid, illegal, or unenforceable, the remainder of this Agreement shall be valid and enforceable to the extent permitted by applicable law. In such event, the parties shall use their best efforts to replace the invalid or unenforceable provision with a provision that, to the extent permitted by applicable law, achieves the purposes intended under the invalid or unenforceable provision. 22. INDEPENDENT CONTRACTOR STATUS The parties to this Agreement are independent contractors, and none of the provisions of this Agreement shall be interpreted or deemed to create any relationship between such parties other than that of independent contractors. Nothing contained in this Agreement shall be construed to create a relationship of employer and employees, master and servant, principal and agent, or coventurers between CLIENT and CONSULTANT, between CLIENT and any employee of CONSULTANT, or between CONSULTANT and any employee of CLIENT. CLIENT shall have no right to control or direct the details, manner, or means by which CONSULTANT performs the services hereunder, provided that such services shall be performed to CLIENT's reasonable satisfaction. In performing such services, CONSULTANT shall have no control over or management authority with respect to CLIENT or its operations. 23. DISPUTE RESOLUTION ARBITRATION Any and all disputes arising out of or in connection with the execution, interpretation, performance, or nonperformance of this Agreement or any other certificate, agreement, or other instrument between, involving, or affecting the parties (including the validity, scope, and enforceability of this arbitration agreement) shall be solely and finally settled by a single arbitrator in accordance with the Commercial Rules of the American Arbitration Association (the "Rules"); provided, however, that in the event of conflict between the Rules and the terms of this Agreement, the terms of this Agreement shall govern. The place of arbitration shall be the City and County of Denver, Colorado, and the law applicable to the arbitration procedure shall be the Federal Arbitration Act (9 USC P 2). To commence arbitration of any such dispute, the party desiring arbitration shall notify the other party in writing in accordance with the Rules. In the event that the parties fail to agree on the selection of an arbitrator within fifteen (15) days after the delivery of such notice, the arbitrator shall be selected by the American Arbitration Association upon the request of either party. The parties agree that the award of the arbitrator shall (1) be the sole and exclusive remedy between them regarding any claims, counterclaims, or issues presented to the arbitrator; (2) be fmal and subject to no judicial review; and (3) be made and shall promptly be payable in U.S. dollars free of any tax, deduction, or offset. The parties further agree that any costs, fees, or taxes incident to enforcing the award shall, to the maximum extent permitted by law, be charged against the party resisting such enforcement. The parties Proprietary and Confidential The GIS STUDIO -7- 9'70'125 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT hereto agree that judgment on the arbitration award may be entered and enforced in any court having jurisdiction over the parties or their assets. Each party shall, except as otherwise provided herein, be responsible for its own expenses, including legal fees, incurred in the course of any arbitration proceedings. The fees of the arbitrator shall be divided evenly between the parties. CONSULTANT shall carry on and be paid for the services not in dispute and maintain the schedule for services during any arbitration or litigation proceedings, unless otherwise agreed by CONSULTANT or CLIENT in writing. IN WITNESS WHEREOF, the parties have executed this Agreement effective thee?, day of 199q. BOARD OF COUNTY COMMISSIONERS The GIS STUDIO �,/, �p, . WELD C,IUNTY, COL�°RADO / d�� /Y� '�j�4t L�/M1 I - By: �,Ufon__ �7d" C/ A,7 Alison Denk Epstein By: BY: D HE BOARD Title: Principal Consultant Proprietary and Confidential The GIS STUDIO - 8 - 9701?5 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT ADDENDUM A SCOPE OF WORK 1.0 INTRODUCTION Implementing a GIS involves a commitment of County resources, an identification of priorities and a formulation of policies within the existing operating environment. Successful GIS planning and implementation for Weld County will rely on involvement of County staff in the planning process. The assistance proposed by The GIS STUDIO will use a team approach whereby The GIS STUDIO will act as a facilitator to oversee a planning process that identifies County goals, reviews County GIS requirements, evaluates existing resources and defines implementation task dependencies and priorities to construct an implementation plan and schedule for GIS development over a multi -year period. The proposed implementation strategy will develop a broad concept for County GIS applications and provide an approach to serve as a guide to GIS implementation. The GIS STUDIO will work closely with County GIS staff and the County's Governance Committee throughout the implementation planning process. The Governance Committee will serve to develop GIS implementation priorities, determine overall implementation approaches, and will serve as the reviewing agency for all GIS implementation planning project deliverables. GIS staff will provide on -site support for GIS implementation planning project activities. This proposal provides a scope of work to serve as the basis for firm, fixed -price contract development between Weld County and The GIS STUDIO. The GIS STUDIO standard contract for fixed -price consulting assistance is provided in Section 5.0. Prices submitted in this proposal are effective for a period of thirty days from the date of submittal. The GIS STUDIO proposes six broad tasks in the GIS implementation planning process for Weld County: • Task 1: Needs Assessment Orientation and Information Gathering • Task 2: Interview Summary Compilation • Task 3: GIS Needs Assessment/Conceptual Design Draft Report • Task 4: Implementation Planning Session • Task 5: GIS Implementation Plan Draft Report • Task 6: GIS Implementation Planning Process Final Report, Executive Summary and Presentations 2.0 TASK DESCRIPTIONS Proprietary and Confidential The GIS STUDIO -9- 97O:^25 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT 2.1 Task 1: Needs Assessment Orientation and Information Gathering Orientation Session The GIS STUDIO will present an orientation session for all County GIS project participants, including the Governance Committee, GIS staff, departmental staff and department heads, County administration and elected officials. The orientation session will be scheduled to kick off the information gathering activities for the GIS implementation planning process, and will introduce basic GIS concepts, discuss potential local government GIS applications and benefits, and provide an introduction to the GIS implementation planning process for project participants. This presentation will enable all participants to start the GIS planning process with a common understanding of some of the fundamentals necessary for planning for GIS implementation, and will provide "food for thought" in preparation for the information gathering phase of the project. The presentation will take approximately one hour, including an open question and answer session. Information Gathering The GIS STUDIO will use an interview and survey approach to identify potential user needs and existing resources as they pertain to five fundamental GIS components (i.e., hardware, software, data, trained staff and organizational issues and procedures). Interviews for each group will be organized to allow a brief discussion with each department head and/or elected official regarding overall concepts and goals for GIS implementation, followed by an extensive technical interview with supervisory and operational personnel. A total of seven extensive departmental interviews will be held with the following groups: • Ambulance, Communications (Dispatch), Sheriff, Office of Emergency Management • Assessor • Clerk and Recorder • Health • Planning and Zoning • Public Works (Engineering) • Transportation Each of these interviews will require approximately two to three hours to complete. The GIS STUDIO will use a guided survey questionnaire approach to review the needs and existing resources to gather GIS implementation requirements information for the following groups: • County Attorney • Clerk to the Board • Coroner • District Attorney • Extension • Housing Authority Proprietary and Confidential The GIS STUDIO -10- 970°_'25 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT • Human Services • Pest and Weed • Social Services The GIS STUDIO will discuss the survey questionnaire and provide guidelines for its completion in one-half hour meetings with each of these groups. Individual executive interviews will also be held with the following officials to discuss overall GIS implementation concepts and goals: • Commissioners (5) • Finance Director The GIS STUDIO will also hold an interview with SCT to discuss existing and planned computing and network communications environments, and with the City of Greeley GIS Coordinator to identify opportunities for data sharing and other cooperative efforts. Information gathering will be held over a five-day period. The GIS STUDIO will work with the County's GIS Coordinator to establish specific time requirements for each interview and guidelines for scheduling interviews. The County's GIS Coordinator will be responsible for working with individual departments to determine specific interviewees, for scheduling all interviews, for arranging for interview sites and for confirming all scheduled appointments. The GIS Coordinator will also be responsible for any required interview follow-up and for collecting completed survey questionnaires for providing to The GIS STUDIO. Task 1 Deliverables: • Orientation session • Interviews and questionnaire introductory meetings The GIS STUDIO Responsibilities: • Prepare for and present orientation session • Provide guidelines for scheduling interviews • Five days on -site interviews and questionnaire introductory meetings Weld County Responsibilities: • Arrange for site for orientation session • Schedule orientation session and confirm departmental attendance • Attend orientation session • Schedule, confirm and attend interviews • Interview follow-up and survey questionnaire collection Cost for Task 1: $6,460 Proprietary and Confidential The GIS STUDIO -11- 97©'' :^5 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT 2.2 Task 2: Interview Summary Compilation Because the information collected in the information gathering portion of the needs assessment process is fundamental to the GIS implementation planning process, verification of the information will be an important step in developing the County's GIS needs assessment and conceptual design. The results of the seven extensive departmental interviews will be compiled into interview summaries which will be provided to the County GIS Coordinator for distribution to interviewed groups for their review. A two-week period will be provided for this review. Comments on the interview summaries will be incorporated in a revised set of interview summaries to be provided with the GIS Implementation Planning Process Final Report (to be prepared in Task 6). Task 2 Deliverables: • Interview summaries for departmental interviews (1 set of 7 summaries) The GIS STUDIO Responsibilities: • Prepare interview summaries Weld County Responsibilities: • Coordinate distribution, review and collection of interview summaries within a two-week review period 2.3 Task 3: GIS Needs Assessment/Conceptual Design Draft Document A conceptual design for the County's GIS will be prepared to provide a "sketch" of the County's system as it would exist at full implementation. The conceptual design will outline potential applications, data requirements, staffing and training needs, hardware, software and organizational structures and associated issues that may effect GIS implementation. Emphasis will be placed on identification of common requirements, however department -specific needs will also be addressed. Priority will be placed on incorporating existing data sources where possible, however, general data production methods will be identified for those data layers for which automation will be necessary. The GIS STUDIO will provide Weld County with a GIS Needs Assessment and Conceptual Design Draft Report for review. The County will be responsible for reviewing the report and for providing The GIS STUDIO with comments within a two-week review period following delivery of the document to the County. Comments on the GIS Needs Assessment and Conceptual Design Draft Report will be incorporated into a GIS Implementation Planning Process Final Report, which will be compiled in Task 6. Proprietary and Confidential The GIS STUDIO -12- q7 n5 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT Task 3 Deliverables: • GIS Needs Assessment and Conceptual Design Draft Report (10 bound copies, plus 1 reproducible original) The GIS STUDIO Responsibilities: • Review County comments on interview summaries • Prepare GIS Needs Assessment and Conceptual Design Draft Report Weld County Responsibilities: • Review and provide comments on GIS Needs Assessment and Conceptual Design Draft Report 2.4 Task 4: Implementation Planning Session Building from the GIS needs and requirements outlined in the GIS Needs Assessment and Conceptual Design Draft Report, The GIS STUDIO will develop an implementation plan in a cooperative effort with the County Governance Committee and GIS staff. The GIS STUDIO will hold a one -day on -site meeting with the Governance Committee and GIS staff to review assumptions and priorities for developing the implementation plan. The meeting will be a one -day working session. The work session will address the following topics: identification of overall goals for GIS implementation, review of potential GIS tasks and task dependencies, discussion of priorities and potential roles in GIS implementation, discussion of general implementation task approaches (e.g., in-house staffing versus outsourcing) and discussion of task scheduling and potential sources of project funding. Task 4 Deliverables: • One -day on -site implementation planning work session The GIS STUDIO Responsibilities: • Review comments on GIS Needs Assessment and Conceptual Design Draft Report • Identify preliminary GIS implementation tasks and identify task interdependencies • Lead one -day on -site work session Weld County Responsibilities: • Coordinate attendance of Governance Committee and GIS staff at implementation planning work session • Arrange for meeting location • Attend on -day on -site work session Proprietary and Confidential The GIS STUDIO -13- 97Q"t25 BOARD OF COUNTY COMMISSIONERS, WELD COUNTY COLORADO The GIS STUDIO PROFESSIONAL SERVICES AGREEMENT 2.5 Task 5: GIS Implementation Plan Draft Document The GIS STUDIO will prepare a GIS Implementation Plan Draft Report to provide a tool for the County to use in planning, budgeting and organizing GIS development, and for directing ongoing development and maintenance of the system. The GIS Implementation Plan Draft Report will document a program of tasks for phased implementation over a multi -year period. For each task, estimated resource requirements (e.g., hardware, software, staffing and training) will be presented. The GIS Implementation Plan Draft Report will be provided to the County for review. The County will be responsible for reviewing the report and for providing The GIS STUDIO with comments within a two-week period following delivery of the document to the County. Comments on the draft report will be incorporated into the GIS Implementation Planning Process Final Report, which will be compiled in Task 6. Task 5 Deliverables: • GIS Implementation Plan Draft Report (10 bound copies, plus 1 reproducible original) The GIS STUDIO Responsibilities: • Prepare GIS Implementation Plan Draft Report Weld County Responsibilities: • Review and provide comments on GIS Implementation Plan Draft Report 2.6 Task 6: Final Report, Executive Summary and Presentations Based on County comments on interview summaries, the GIS Needs Assessment and Conceptual Design Draft Report and the GIS Implementation Plan Draft Report, The GIS STUDIO will prepare a GIS Implementation Planning Process Final Report and an Executive Summary. These documents and the two final presentations will represent the final deliverable products for the project. The results of the planning process will be presented in two final presentations. One final presentation will be provided to present results of the study to County staff, and a high- level presentation will be provided for County administration and elected officials. The presentations will be scheduled during a single half -day on -site visit. Task 6 Deliverables: • GIS Implementation Planing Process Final Report (10 bound copies, plus 1 reproducible original) • Revised interview summaries (1 set of 7 summaries) • Executive Summary (10 bound copies, plus 1 reproducible original) Proprietary and Confidential The GIS STUDIO -14- 99 0125 BOARD OP COUNTY COMMISSIONERS. WELD COUNTY COLORADO Ike GIS STUDIO PROFESSIONAL SERVICES AGREEMENT --- The GIS STUDIO Responsibilities: • Prepare GIS Implementation Planning Process Final Report and Executive Summary • Revise interview summaries Weld County Responsibilities: • Arrange for final presentations, including site and confirmation of attendees • Attend final presentations 3.0 PROJECT SCHEDULE The proposed project schedule is illustrated in the figure below. Completion of project milestones and deliverables will be dependent upon the timely completion of project responsibilities by Weld County project participants. Weeks 4 5 6 7 S 9 10 11 12 13 14 15 lilt ACUVII7 Comma Signing L - - 1 Orientation and Information Gathering 2 Inlwiew Summaries 2 3 Review of Inosrview Summates iL94/y// Needs Auessment/CceaPtual Design Draft 3 Review of Needs Assess./Cone. Design Draft O6/,Hy/ 4 5 Implementation Planning Session A Implementation Plan Iran 5 Review of Implementation Plan Draft _fies9feerfaft� 6 Final Report and Presentations - — - t Milestone/Delivenble 4.0 COST SUMMARY A summary of costs for the six tasks in the proposed scope of work for Weld County GIS implementation planning assistance is provided below. asabition fast 1T,1 Needs ssment Orientation and Information Gathering $6,460 2 Interview Summary Compilation 5,070 3 GIS Needs Assessment/Conceptual Design Draft Report 7,225 4 Implementation Planning Session 1,385 5 GIS Implementation Plan Draft Report 9,265 6 GIS Implementation Planning Process Final Report 5.440 Total Cost $34,845 Proprietary and Confidential The GIS STUDIO -15- 9 70"'.:^5 Hello